ITB_B2614COC_Annual_Pond_Maintenance_ServicesFINAL.pdf

ITB FORM 2024.1 1

Finance Department

Purchasing & Contracts Division 65 Stone Street, Cocoa, FL 32922

Phone: 321-433-8833 | Fax: 321-433-8690

Solicitation Number:

ITB B-26-14-COC

INVITATION TO BID (ITB)

Due Date:

09/10/2026

TITLE: ANNUAL POND MAINTENANCE SERVICES

Issuance | Release Date: Monday, August 10, 2026

To: All Prospective Bidders

From: Brian Dale, Purchasing Manager

The City of Cocoa is accepting sealed bids from all licensed, qualified firms or individuals interested in providing the services as described in this Invitation to Bid (ITB).

Summary of Project:

The City of Cocoa’s Purchasing Department, on behalf of the Public Works Stormwater Division, is soliciting procurement of services to be provided from qualified firms (“Bidder”) for pond maintenance services at various stormwater facilities as specified.

If you are interested in preparing a response to this ITB, please read the requirements carefully and complete the bid in the manner as set forth in this ITB document. Your response is considered a binding offer to perform in the manner described in the bid response and shall remain a firm offer for a period of ninety-day (90) days from public opening.

There will be a NON-MANDATORY Pre-Bid conference held for this project on Tuesday, August 18, 2026, at 10:00am EST Cocoa City Hall, 3rd Floor Conference Room, 65 Stone St., Cocoa, FL 32922. A representative of your firm must attend the meeting for your bid submittal to be considered responsive.

Questions regarding this solicitation must be received in writing at the address above no later than Thursday

August 27, 2026, at 5:00pm EST. Responses to those questions considered material to the solicitation shall be distributed via formal addenda and posted to the City of Cocoa website: https://www.cocoafl.gov and to the City’s online bidding platform, Vendor Link, http://www.myvendorlink.com.

All Bidders are advised that under Chapter 119, Florida Statutes, all responses are deemed a public record and open to the public as provided for in said statute.

The successful Bidder(s) must demonstrate in their submittal to be the lowest, most responsible, most responsible, and responsive Bidder which best meets the specifications and serves the overall needs of the City. Bids should be prepared in accordance with the ITB instructions and recheck all bid prices thoroughly. Failure to provide the response in the manner prescribed herein may be grounds for disqualification of the submittal.

All services performed shall be in accordance with the specifications pertaining thereto, which may be examined at the office of the Purchasing & Contracts Manager, located at 65 Stone St., Cocoa, Florida 32922. Copies of all documents, including blank bid/proposal forms, may be obtained from Vendor Link by visiting their web site at http://www.myvendorlink.com. You may contact the City of Cocoa Purchasing Division by email:

purchasing@cocoafl.gov.

The City of Cocoa supports local vendors and offers a five (5%) percent preference given to Brevard County contractors / contractors whose physical business address is within the physical boundaries of Brevard County, and such location is evidenced by the local business tax receipt issued for at least six (6) months prior to the date https://www.cocoafl./ http://www.myvendorlink.com/ http://www.myvendorlink.com/ mailto:purchasing@cocoafl.gov

ITB FORM 2024.1 2

65 Stone Street, Cocoa, FL 32922

Phone: 321-433-8833 | Fax: 321-433-8690

Solicitation Number:

ITB B-26-14-COC

INVITATION TO BID (ITB)

Due Date:

09/10/2026

TITLE: ANNUAL POND MAINTENANCE SERVICES

the bid is submitted. P.O. Boxes shall not be considered a physical business address. Local preference does not apply in the case where contracts are funded in whole or in part by a government entity whose laws or regulations governing such funding prohibit application of a local vendor preference.

The City reserves the right to reject any or all bid/proposals, with or without a cause; to waive technical errors and informalities; and to award bid/proposals to the lowest responsive, responsible bid/proposer. One or more of the City Council members may be present at the bid/proposal opening.

The City reserves the right to waive any and all technicalities, formalities and to reject any or all bid submittals or to re-advertise for bid submittals for these commodities/services. The City may withdraw all or part of this

ITB at any time to protect the interests of the City. Thank you for your interest in doing business with the City of

Cocoa, Florida.

ITB FORM 2024.1 3

65 Stone Street, Cocoa, FL 32922

Phone: 321-433-8833 | Fax: 321-433-8690

Solicitation Number:

ITB B-26-14-COC

INVITATION TO BID (ITB)

Due Date:

09/10/2026

TITLE: ANNUAL POND MAINTENANCE SERVICES

Table of Contents

SECTION 1 INTRODUCTION

1.01 DESCRIPTION OF WORK

1.02 MINIMUM QUALIFICATIONS

1.03 TERM

1.04 SOLICITATION SCHEDULE (THIS SCHEDULE MAY BE REVISED, AS NEEDED)

SECTION 2 INSTRUCTIONS TO BIDDERS

2.01 BID DOCUMENTS

2.02 BID SUBMITTAL AND DELIVERY

2.03 PUBLIC OPENING

2.04 UNBALANCED BIDS

2.05 ON-LINE SERVICE PROVIDER DISCLAIMER

2.06 SOLICITATION DOCUMENTS

2.07 NON-MANDATORY PRE-BID MEETING

2.08 CONE OF SILENCE/LOBBYING

2.09 INTERPRETATIONS AND QUESTIONS

2.10 BID COMPLETENESS AND COMPLIANCE

2.11 DETERMINING RESPONSIBILITY

2.12 BID FORMS/REPRODUCTION

2.13 BIDDER ACKNOWLEDGEMENT

2.14 BIDS TO REMAIN FIRM

2.15 COST OF SUBMITTAL

2.16 IMPROPER IDENTIFICATION AND TIMELINESS

2.17 CORPORATE STANDING AND AUTHORIZED SIGNATORY

2.18 PROPRIETARY INFORMATION

2.19 CERTIFICATION OF INDEPENDENT PRICE DETERMINATION

2.20 FAILURE TO COMPLY WITH BID INSTRUCTIONS

2.21 AMERICANS WITH DISABILITIES ACT

2.22 OFFICE OF RECORD

2.23 MODIFICATION OR WITHDRAWAL OF BIDS

2.24 CONFLICTS WITHIN SOLICITATION

2.25 JOINT VENTURES

SECTION 3 SPECIAL CONDITIONS

3.01 BID SECURITY BOND – NOT USED

3.02 PERFORMANCE AND PAYMENT BONDS – NOT USED

3.03 LIQUIDATED DAMAGES

SECTION 4 GENERAL TERMS AND CONDITIONS

4.01 AWARD OF CONTRACT

4.02 DAMAGES

4.03 NOTICE TO PROCEED

4.04 SUPERVISION

4.05 FAILURE OF PERFORMANCE AND/OR DELIVERY

4.06 PERFORMANCE EVALUATION

4.07 PROTECTION OF PROPERTY

4.08 SERVICE REQUIREMENTS

4.09 COMPLIANCE WITH OCCUPATIONAL SAFETY AND HEALTH

4.10 WARRANTY

ITB FORM 2024.1 4

65 Stone Street, Cocoa, FL 32922

Phone: 321-433-8833 | Fax: 321-433-8690

Solicitation Number:

ITB B-26-14-COC

INVITATION TO BID (ITB)

Due Date:

09/10/2026

TITLE: ANNUAL POND MAINTENANCE SERVICES

4.11 INSPECTION/TITLE/ACCEPTANCE OF GOODS/SERVICES

4.12 NON-EXCLUSIVE CONTRACT

4.13 MATERIAL DEVIATIONS

4.14 OWNERSHIP OF DOCUMENTS

4.15 PUBLIC RECORDS COMPLIANCE

4.16 FUND AVAILABILITY

4.17 PROMPT PAYMENT ACT

4.18 PURCHASING CARD PROGRAM

4.19 INVOICES/APPLICATION FOR PAYMENT

4.20 W-9 FORM

4.21 MOST FAVORED CUSTOMER

4.22 PRICE REDUCTION CLAUSE

4.23 PURCHASING AGREEMENTS WITH OTHER GOVERNMENTAL AGENCIES

4.24 ESTIMATED QUANTITIES

4.25 FOREIGN CORPORATION

4.26 PUBLIC EMERGENCIES

4.27 SPECIFICATIONS/DEVIATIONS

4.28 PERMITS, LICENSES AND FEES

4.29 SUB-CONTRACTORS

4.30 TAXES

4.31 COMPLIANCE WITH ALL LAWS AND VENUE

4.32 NEW PRODUCT

4.33 EQUAL OPPORTUNITY

4.34 PUBLIC ENTITY CRIMES

4.35 SOVEREIGN IMMUNITY

4.36 RIGHT TO CANCEL OR REJECT

4.37 ADDITIONAL INFORMATION

4.38 UNIT PRICE ACCURACY

4.39 MATHEMATICAL ERRORS

4.40 UNBALANCED BIDDING PROHIBITED

4.41 FRONT LOADING OF BID PRICING PROHIBITED

4.42 REASONABLE PRICES

4.43 DELIVERY

4.44 SPLIT AWARD

4.45 BID PRICE SCHEDULE

4.46 BID TABULATION

4.47 BIDDER’S SPECIFICATIONS AND NOT BIDDING

4.48 PRE-AWARD INSPECTION

4.49 EXISTING PERMITS AND IDENTIFICATION NUMBERS

4.50 DRUG-FREE WORKPLACE PREFERENCE

4.51 CONFLICT OF INTEREST

4.52 NON-COLLUSION/LOBBYING CERTIFICATION

4.53 CONSTRICTING CONDITIONS

4.54 DEBARRED BIDDERS

4.55 NOTICES OF INTENT

4.56 PROTESTS AND APPEALS

4.57 SCRUTINIZED COMPANIES

4.58 FORCE MAJEURE

4.59 INSURANCE REQUIREMENT

4.60 EMPLOYMENT ELIGIBILITY VERIFICATION (E-VERIFY)

4.61 AUDITS AND RECORDS

ITB FORM 2024.1 5

65 Stone Street, Cocoa, FL 32922

Phone: 321-433-8833 | Fax: 321-433-8690

Solicitation Number:

ITB B-26-14-COC

INVITATION TO BID (ITB)

Due Date:

09/10/2026

TITLE: ANNUAL POND MAINTENANCE SERVICES

4.62 INDEPENDENT CONTRACTOR AND LIABILITY

4.63 INDEMNIFICATION

4.64 CHANGES, MODIFICATIONS AND WAIVER

4.65 ASSIGNMENT

4.66 TERMINATION

4.67 ATTACHMENTS AND EXHIBITS

4.68 OWNERSHIP AND RIGHTS IN DATA

4.69 ADMINISTRATIVE PROVISIONS

4.70 TIE BIDS

4.71 PROHIBITION ON SOCIAL, POLITICAL OR IDEOLOGIGAL PREFERENCE

4.72 TRAFFICKING

RESPONSE COVER PAGE

ATTACHMENT “A” SUBMITTAL ACKNOWLEDGEMENT

ATTACHMENT “B” ADDENDUM RECEIPT ACKNOWLEDGEMENT CERTIFICATION

ATTACHMENT “C” INSURANCE REQUIREMENTS

ATTACHMENT “D” BID SECURITY BOND

NOT USED

ATTACHMENT “E” BID PRICE SCHEDULE AND ACCEPTANCE OF TERMS AND CONDITIONS

ATTACHMENT “F” TRENCH SAFETY CERTIFICATION

(NOT REQUIRED)

ATTACHMENT “G” CERTIFICATE OF NON-SEGREGATED FACILITIES

ATTACHMENT “H” DRUG-FREE WORKPLACE CERTIFICATION

ATTACHMENT “I” CONFLICT OF INTEREST AND NON-COLLUSION STATEMENT

ATTACHMENT “J” ORGANIZATIONAL INFORMATION

ATTACHMENT “K” PROPOSED SCHEDULE OF SUBCONTRACTOR PARTICIPATION

ATTACHMENT “L” REFERENCES

ATTACHMENT “M” TRUTH-IN-NEGOTIATIONS CERTIFICATION

ATTACHMENT “N” SOLICITATION RESPONSE IDENTIFICATION LABEL

ATTACHMENT “O” CONTRACTOR CERTIFICATION REGARDING SCRUTINIZED COMPANIES

ATTACHMENT “P” VERIFY CONTRACTOR AFFIDAVIT

ATTACHMENT “Q” FEDERALLY REQUIRED CONTRACT CLAUSES

ATTACHMENT “R” HUMAN TRAFFICKING AFFIDAVIT

EXHIBIT A

LAKE MANAGEMENT MAP

EXHIBIT B

POND MANAGEMENT MAP

ITB FORM 2024.1 6

65 Stone Street, Cocoa, FL 32922

Phone: 321-433-8833 | Fax: 321-433-8690

Solicitation Number:

ITB B-26-14-COC

INVITATION TO BID (ITB)

Due Date:

09/10/2026

SECTION 1 INTRODUCTION

1.01 DESCRIPTION OF WORK

The City of Cocoa’s Purchasing Department, on behalf of the Public Works Stormwater Division, is soliciting procurement of services to be provided from qualified firms (“Bidder”) for pond maintenance services at various stormwater facilities as specified.

Contractor shall Provide all supervision, labor, equipment, materials and fuel to perform grounds, aquatic weed control and pond maintenance as indicated in this statement of work. The work consists of maintaining 23 stormwater ponds throughout the city in 13 separate locations (see Exhibit “A & B” – Area Maps). Work includes trash/debris collection, aquatic spraying with documented logs. Each Pond will be serviced every 3 months. Service visits shall be spaced approximately 90 days apart.

Stormwater Pond Description

Fiske Two side-by-side ponds totaling 22.06 acres east of US1 and

Michigan Ave. (Map Numbers 1, 6)

Bracco Stormwater Facility Four stormwater ponds totaling 43.13 acres west of Plaza

Parkway (Map Numbers 2, 3, 4, 5)

North Horseshoe 2.11-acre pond between N Fiske Blvd. and North Lakemont

Drive (Map Number 7)

South

Horseshoe

Two side-by-side ponds totaling 3.06 acres on both sides of

South Lakemont Drive (Map Number 8)

Pineda 2.24-acre pond on Pineda Street between Duke Way and

Vanderbuilt Lane (Map Number 9)

Cocoa Bay Two ponds totaling 1.71 acres on Cocoa Bay Blvd. (Map

Numbers 10 and 11)

Public Works 0.18-acre pond north of City of Cocoa Public Works

Administration Building on N Wilson Ave. (Map Number 12)

Diamond Square 0.6-acre pond south of Bernard Ave. and S Wilson Ave.

intersection (Map Number 13)

Emma Jewel 1.5-acre pond south of Barbara Jenkins Street and Pineapple

Ave. intersection (Map Number 14)

Polaris 0.44-acre pond east of Polaris Street (Map Number 15)

Stradley Park 0.76-acre pond at Stradley Park on Tiger Trail (Map Number

16)

Cocoa Pines 0.91-acre pond in Cocoa Pines subdivision off SR 524 east of

Cox Rd. (Map Number 17)

Cocoa North Six ponds in Cocoa North subdivision totaling 8.67 acres off

SR 524 west of Fred Gay Golf Academy (Map Numbers

18,19,20, 21, 22, 23)

ITB FORM 2024.1 7

65 Stone Street, Cocoa, FL 32922

Phone: 321-433-8833 | Fax: 321-433-8690

Solicitation Number:

ITB B-26-14-COC

INVITATION TO BID (ITB)

Due Date:

The contractor performance requirement must include:

a. Algae and aquatic weed control in open water areas only.

b. Shoreline grass control to the waters’ edge in non‐vegetated areas only.

c. Littoral shelf maintenance‐wicking for the control of cattail and primrose willow.

d. Triploid grass carp stocking (to control “Hydrilla” and slender “Spikerush”) based on a unit cost provided on the Bid Schedule.

e. Removal of all trash and other nonorganic materials (bottles, cans, litter, etc.) that are floating in the pond or at the water line will be conducted as part of each inspection. Management reporting will be used to verify trash removal activities. Trash to be removed is limited to trash which can physically enter the pond via the storm sewer system. The total amount/volume of trash collected must be reported with the Quarterly Report.

f. Overflow structures shall be cleared of weeds and debris at each inspection. The total amount/volume of weed and debris collected must be reported (added to item e) with the quarterly report.

g. Heavy physical removal of organic materials is not part of this contract and will be negotiated separately. Provide mechanical harvesting based on a unit cost listed on the Bid Schedule.

h. Management reporting will require the use of inspection forms by the contractor and provide it to the

City and will be used as a basis for Invoice approval and contract performance inspection. Any activity conducted as part of the contract will have to be submitted within 72 hrs. of the activity taking place.

The report(s) shall include the types of weeds treated, the chemicals and the equipment used for the treatment. Report(s) are required to be submitted with the invoices to constitute a proper invoice.

Quarterly reports are to be submitted approximately 90 days apart.

1.02 MINIMUM QUALIFICATIONS

Bidders responding to this ITB must demonstrate experience and qualifications in performing work similar in size and complexity to this project. Each Bidder must submit the following required information:

1. Please prepare a cover letter for your response to this invitation with a description of your business, the types of services your company provides, and include the primary contact’s name, telephone and email address.

2. Previous Experience and References: The firm shall have been in business for a minimum of five (5) consecutive years or demonstrate with written documentation that they had ownership in a firm with combined experience of five (5) years. Must be licensed in the state of Florida as a General Contractor with a minimum of five (5) years of experience in performing work similar in size and scope as detailed herein. Provide a brief description of work, including location, contract completion date, names, addresses, email addresses, and telephone numbers of owners by completing the Reference Form, Attachment “L” included herein.

3. Evidence of authority to conduct commercial business in the State of Florida - Provide Sunbiz report showing your company registered as “Active”.

ITB FORM 2024.1 8

65 Stone Street, Cocoa, FL 32922

Phone: 321-433-8833 | Fax: 321-433-8690

Solicitation Number:

ITB B-26-14-COC

INVITATION TO BID (ITB)

Due Date:

09/10/2026

4. Professional Licenses – Provide all licenses that qualify the firm for the type of work as identified herein.

5. Bonds –Provide applicable bond documents as defined in section 3.02 of this request.

6. Note if you are not a single prime contractor, you will be required to list, using attachment “K” all subcontractors to be used for this project and their professional licenses.

7. Provide a completed W9 according to section 4.20 of this request.

8. Complete in full all required attachments associated with this request.

Financial Capacity - The Bidder may be required to provide financial performance information upon request by the City. The financial information must be received by the City within five (5) Days of Bidder receiving the written request. Submittals requested pursuant to this subsection may be in addition to those required elsewhere.

1.03 TERM

The term of this agreement shall be awarded for a period of five (5) years, beginning on October 1, 2026, and ending on September 30, 2031, with two (2) one-year renewal options upon agreement of both parties. The successful bidder shall commence work within Ten (10) days after having been issued a notice to proceed which may be in the form of a purchase order issued by the City. Maintenance Activities to be performed within each quarter of the calendar year on or around the same week within each quarter.

1.04 SOLICITATION SCHEDULE (This schedule may be revised, as needed)

Tentative Schedule (all Local Times)

Task Date

ITB Released Monday, 08/10/2026 at 8:00am EST

Non-Mandatory Pre-Bid Conference Tuesday, 08/18/2026 at 10:00am EST

Deadline for Questions Thursday, 08/27/2026 at 5:00pm EST

Bid Due Date and Time Thursday 09/10/2026 at 3:00pm EST

Anticipated Notice of Intent to Award September 2026

City Council Approval of Contract September 2026

ITB FORM 2024.1 9

65 Stone Street, Cocoa, FL 32922

Phone: 321-433-8833 | Fax: 321-433-8690

Solicitation Number:

ITB B-26-14-COC

INVITATION TO BID (ITB)

Due Date:

09/10/2026

Section 2 INSTRUCTIONS TO BIDDERS

2.01 BID DOCUMENTS

The ITB documents may be obtained at no charge from the City’s website at: VendorLink, LLC https://www.myvendorlink.com. The City of Cocoa’s Purchasing & Contracts Division, its Website, and its service provider, VendorLink, LLC are the only authorized sources for obtaining solicitation documents. Solicitation documents and forms obtained from any other third-party source may be incomplete.

Bidders are encouraged to register as a vendor with VendorLink, LLC to obtain a complete set of solicitation documents and to enable notification of required addenda. Reproduction of these documents without the express permission of the City is prohibited.

The City is not responsible for errors or document omissions occurring in the transmission or downloading of any documents from these websites. In the event of any discrepancy between information on these websites and the hardcopy specifications, the terms of the hardcopy specifications shall prevail. For more information call the Purchasing & Contracts Division at (321) 433-8833. Important: The desire of the City to pursue bid submittals shall in no way obligate the City to compensate you for your efforts or to execute a contract with your firm.

2.02 BID SUBMITTAL AND DELIVERY

A. Sealed bid submittals must be received in the City’s Purchasing & Contracts Division no later than the date and time as specified herein. Bid submittals received after the stated date and time will not be accepted and will be returned unopened. Under no circumstances shall bids delivered after the time specified be considered. The City shall not be responsible for any occurrence for bid submittals delivered incorrectly or to the wrong address or location. No exceptions will be made. The decision to refuse to consider a bid that was received beyond the date/time established in the solicitation shall not be the basis of a protest. Bid submittals shall be delivered to the below address in a sealed envelope or packaging material, plainly marked on the outside with the Bid Number, Title and opening date:

City of Cocoa

Attn: Purchasing & Contracts Division

65 Stone Street

Cocoa, Florida 32922

For your convenience, a Solicitation Response Identification Label has been provided to properly identify and affix to your ITB response.

B. If submitted by mail, the bid submittal shall be enclosed in a sealed envelope or packaging material addressed to the Purchasing & Contracts Division. Bids submitted by mail must be received by the

Purchasing & Contracts Division by the time specified herein for the opening thereof.

https://www.myvendorlink.com/

ITB FORM 2024.1 10

65 Stone Street, Cocoa, FL 32922

Phone: 321-433-8833 | Fax: 321-433-8690

Solicitation Number:

ITB B-26-14-COC

INVITATION TO BID (ITB)

Due Date:

1. Please be advised that United States Postal Service (USPS) Express and Priority service class;

are delivered to the City once daily. Accordingly, in order for a submission to be received by the

Purchasing & Contracts Division when the services of the USPS are used, a Bidder or bidder is responsible for ensuring that their submittal is transmitted in such manner as necessary for the

USPS to receive, sort, and deliver to the City by the submittal due date and time.

2. The City only collects other USPS mail one (1) time per day upon opening of the local Post

Office branch, which is then sorted by the City for delivery to the Purchasing & Contracts

Division and other City departments. Submissions arriving at the USPS after the initial pick-up by the City will be placed in the City’s callbox for pick-up and will not be delivered to or received by the Purchasing & Contracts Division until the next business day.

3. When using the USPS or any other mail delivery services, it is the sole responsibility of the

Bidder to ensure that Proposals are received in the Purchasing & Contracts Division by the due date and time. The City shall not be responsible for delays caused by any occurrence.

2.03 PUBLIC OPENING

A. Bid submittals will be publicly opened by the Purchasing & Contracts Division on the due date and time, as specified herein, or as soon thereafter as possible. The Bidder’s names, the Bid Total and verification of bond submittal, if applicable, will be announced. Sealed bids, proposals, or replies received by an agency pursuant to a competitive solicitation are exempt from s. 119.07(1) and s.

24(a), Article I of the State Constitution until such time as the agency provides notice of an intended decision or until 30 days after opening the bids, proposals, or final replies, whichever is earlier. All other information will be subject to Florida’s Open Government Laws to Public Contracting.

B. A bid summary of the Bids and major alternates (if any) will be prepared and made available within a reasonable time after the opening of Bids.

C. Multiple Bids received for the same Work from an individual, firm or partnership, a corporation or association or other legal entity under the same or different names shall not be considered. If there are reasonable grounds for believing that collusion exists among the Bidders, the Bids of the participants believed to be in such collusion shall not be considered.

D. The City reserves the right to reject any and all Bids, to waive irregularities, and the right to disregard any or all nonconforming, unbalanced or conditional Bids or counter proposals.

E. The City may reject, as non-responsive, Bid submittals that fail to acknowledge receipt of addenda as prescribed, when the addenda results in a material change.

F. If the City elects to accept a Bid which does not acknowledge receipt of an addendum, the Bid shall be construed as though the addendum had been received and acknowledged by the Bidder.

ITB FORM 2024.1 11

65 Stone Street, Cocoa, FL 32922

Phone: 321-433-8833 | Fax: 321-433-8690

Solicitation Number:

ITB B-26-14-COC

INVITATION TO BID (ITB)

Due Date:

09/10/2026

TITLE: ANNUAL POND MAINTENANCE SERVICES

G. Discrepancies between bid sums expressed in words and bid sums expressed in figures shall be resolved in favor of the words. Discrepancies between the sum of any column of figures and the correct sum shall be resolved in favor of the corrected sum. Discrepancies in the extension of the

Unit Price times the estimated quantity for any line item shall be resolved in favor of the correct extension.

2.04 UNBALANCED BIDS

As determined by the City and the Procurement Administrator’s discretion, the City may consider a solicitation response irregular and reject it if any of the prices are excessively unbalanced (either above or below the amount of a reasonable response) to the potential detriment of the City. The City further reserves the right to require backup documentation from the respondent if, in the City’s opinion, the prices are, or appear to be, excessively unbalanced.

2.05 ON-LINE SERVICE PROVIDER DISCLAIMER

VendorLink, LLC has no affiliation with the City other than as a service that facilitates communication between the City and its vendors. VendorLink, LLC is an independent entity and is not an agent or representative of the City. Communications to VendorLink, LLC do not constitute communications to the City.

2.06 SOLICITATION DOCUMENTS

The City of Cocoa Purchasing & Contracts Division, its website, and its service provider, VendorLink, LLC are the only authorized sources of solicitation documents/forms. Solicitation documents/forms obtained from any other third-party source may be an incomplete set of documents. Proposers using solicitation documents/forms obtained from any other third-party source are advised to register with

VendorLink, LLC to obtain a complete set of solicitation documents and to enable notification of required addenda. Reproduction of these documents without the express permission of the City is prohibited.

2.07 NON-MANDATORY PRE-BID MEETING

There will be a NON-MANDATORY Pre-Bid conference held for this project on August 18, 2026, at 10:00am EST at Cocoa City Hall, 3rd Floor Conference Room, 65 Stone St., Cocoa, FL 32922.

Any changes or updates to this meeting including additional instructions will be posted to the City’s online bidding platform, Vendor Link, http://www.myvendorlink.com.

IMPORTANT NOTE: It is imperative that all Bidders have a clear understanding of the scope of services requirements. As such, the City reserves the right to require a mandatory pre-bid conference. Therefore, in the event a mandatory pre-bid conference is required and/or subsequently scheduled, attendance will be a pre-requisite for a bid submittal; and bid submittals will only be accepted from those who are represented at a mandatory pre-bid conference. Attendance at the pre-bid conference will be evidenced by the Bidder’s/representative’s signature on the attendance roster. In the event of a mandatory pre-bid

ITB FORM 2024.1 12

65 Stone Street, Cocoa, FL 32922

Phone: 321-433-8833 | Fax: 321-433-8690

Solicitation Number:

ITB B-26-14-COC

INVITATION TO BID (ITB)

Due Date:

09/10/2026

TITLE: ANNUAL POND MAINTENANCE SERVICES

conference, the time, date, and location of the meeting will be noted in the released Addendum notifying such requirement. Please plan your travel time accordingly.

2.08 CONE OF SILENCE/LOBBYING

A. Lobbying is defined as any action taken by an individual, firm, association, joint venture, partnership, syndicate, corporation, and/or all other groups who seek to influence the governmental decision of a City Council Member, the City Manager, any requesting or evaluating

Department/Division/Office personnel and/or any member of the Evaluation Committee concerning an active solicitation during the black-out period.

B. A lobbying black-out period commences upon the issuance of this solicitation document.

C. If an award item is presented to City Council for approval or for a request to provide authorization to negotiate a Contract(s) and the City Council refers the item back to the City Manager, Purchasing

& Contracts Division and/or requesting Department/Division/Office for further review or otherwise does not take action on the item, the Cone of Silence/Lobbying Black-out Period will be reinstated until such time as the City Council meets to consider the item for action.

D. Bidders, respondents, potential vendors, service providers, lobbyists, consultants, or vendor representatives shall not contact any City Council member, the City Manager, any requesting or evaluating Division/Department/Office personnel, and/or any member of the Evaluation Committee concerning an active solicitation during the Cone of Silence/Lobbying Black-out Period.

2.09 INTERPRETATIONS AND QUESTIONS

All questions and inquiries concerning procedural matters shall be directed to the Purchasing & Contracts

Division. Any questions relating to the interpretation of specifications or any aspect of the solicitation process shall be addressed to the Purchasing & Contracts Division, in writing, by the date stipulated in the tentative schedule in Section 1.

City of Cocoa

65 Stone Street

Cocoa, Florida 32922

Phone: (321) 433-8833

Email: purchasing@cocoafl.gov

A. It is the Bidder’s responsibility to become familiar with and fully informed with the terms, conditions, and specifications of this ITB. Lack of understanding and/or misinterpretation of any portions of this ITB shall not be cause for withdrawal of your response after opening or for subsequent protest of award.

B. Any interpretations, clarifications, or changes will be made in the form of written addenda issued by the Purchasing & Contracts Division.

mailto:purchasing@cocoafl.gov

ITB FORM 2024.1 13

65 Stone Street, Cocoa, FL 32922

Phone: 321-433-8833 | Fax: 321-433-8690

Solicitation Number:

ITB B-26-14-COC

INVITATION TO BID (ITB)

Due Date:

C. Any oral communication will not be authoritative and will not be binding on the City.

D. It is the sole responsibility of the Bidder to contact the Purchasing & Contracts Division prior to submitting a bid submittal to ascertain if any addenda have been issued, to obtain all such addenda, and to return executed addenda with each bid submittal.

E. Addenda will be available to all proposers and will be uploaded to VendorLink, LLC on the

Procurement website at: http://www.myvendorlink.com.

2.10 BID COMPLETENESS AND COMPLIANCE

Bid submittals shall contain the information as required in this solicitation. Failure to submit all information as requested, substantially incomplete or lack key information may be rejected by the City.

The following list details the appropriate proposal format:

A. All items contained in the bid must be in total compliance with the specifications of this solicitation.

B. Alternate bids will not be considered unless specifically called for in this solicitation. Bidders’ attention is specifically called to the terms, conditions and special provisions of this solicitation.

Please be aware that, under the competitive process, the stipulations set forth herein are fully binding on the Bidder to the extent that you confirm acceptance by your signature on Attachment, Bid Price

Schedule and Acceptance of Bid Terms and Conditions.

2.11 DETERMINING RESPONSIBILITY

The determination as to whether a Bidder is considered responsible shall be at the sole discretion of the

City. The City may request information relating to contracts similar to the requirements of this solicitation.

The City also reserves the right to reject the bid of a bidder who has previously failed to perform properly or complete projects timely, whose investigations show bidder is not in a position to perform the contract.

In determining responsibility, the following qualifications, in addition to price, may be considered:

A. The Bidder's ability, capacity, and skill to provide the goods or to perform the service within the time specified;

B. The character, integrity, reputation, judgement, experience and efficiency of the Bidder;

C. The quality of performance of previous contracts or services including previous performance with the City;

D. The sufficiency of financial resources to meet the obligations of the required contract and to perform the services;

E. Quality Control Program.

F. Contract claims, litigation filed against the Bidder or filed by the Bidder for equitable adjustment; Reprimand of any nature or suspension by the Department of professional

Regulation or any other regulatory agency or professional association in the past five (5) years.

http://www.casselberry.org/index.aspx?NID=406

ITB FORM 2024.1 14

65 Stone Street, Cocoa, FL 32922

Phone: 321-433-8833 | Fax: 321-433-8690

Solicitation Number:

ITB B-26-14-COC

INVITATION TO BID (ITB)

Due Date:

09/10/2026

TITLE: ANNUAL POND MAINTENANCE SERVICES

G. Ability to provide future maintenance, service, and support of the goods/services under contract;

and, H. Whether the Bidder is in arrears to the City on a debt or a contract or is a defaulter on surety to the City; or whether the Bidder's taxes or assessments are delinquent.

I. Whether the Bidder has been suspended or debarred from doing business with the City or another public entity.

J. Such other information as may be relevant or secured.

2.12 BID FORMS/REPRODUCTION

A. Bid Forms: All bids must be submitted on the City’s standard solicitation forms and must include all applicable completed attachments included herein.

B. Reproduction: Please submit one (1) bound original and one (1) on a USB containing the entire bid submittal formatted to be read with Microsoft® software products or Adobe® PDF software.

2.13 BIDDER ACKNOWLEDGEMENT

By submitting a bid response, the Bidder certifies that the Bidder has fully read and understands this ITB document and has full knowledge of the scope, nature, quantity, and quality of work to be performed; the detailed requirements of the services to be provided; and the conditions under which the services are to be performed.

2.14 BIDS TO REMAIN FIRM

All bids shall remain firm for ninety (90) Days after the day of the Bid opening, but City may, in its sole discretion, release any Bid and return the Bid Security prior to that date.

2.15 COST OF SUBMITTAL

The Bidder understands that any and all costs related to the submittal of a proposal is considered an operational cost of the Bidder and shall not be passed on to or be borne by the City. By submission of a bid, the Bidder agrees that any and all costs associated with the preparation of the bid will be the sole responsibility of the Bidder. The Bidder also agrees that the City shall bear no responsibility for any costs associated with the preparation of the bid including but not limited to any administrative or judicial proceedings resulting from the solicitation process.

2.16 IMPROPER IDENTIFICATION AND TIMELINESS

The City is not responsible for the failure of a Bidder or the Bidder’s agent to submit responses in a timely manner or for a bid submittal that is not properly addressed or identified. Bid submittals by email, telephone or fax shall be rejected as non-responsive regardless of where it is received.

ITB FORM 2024.1 15

65 Stone Street, Cocoa, FL 32922

Phone: 321-433-8833 | Fax: 321-433-8690

Solicitation Number:

ITB B-26-14-COC

INVITATION TO BID (ITB)

Due Date:

09/10/2026

2.17 CORPORATE STANDING AND AUTHORIZED SIGNATORY

The Proposer must demonstrate that the company is in good standing and that the person signing this proposal is an authorized signatory on behalf of the Proposer to negotiate and/or sign contracts, agreements, amendments and related documents to which the Proposer will be duly bound. Examples of satisfactory demonstration documents include:

A. A copy of your Articles of Incorporation listing the approved signatories of the corporation.

B. A copy of a resolution listing the members of staff that are authorized signatories for the company.

C. A letter from a corporate officer listing the members of staff that are authorized signatories for the company.

Failure to sign and witness the Proposer’s signature form may result in disqualification of the bid. Please be sure the bid is signed, properly witnessed, and sealed.

2.18 PROPRIETARY INFORMATION

A. In accordance with Chapter 119 of the Florida Statutes (Public Records Law); and except as it may be provided by other applicable State and Federal Law, all Bidders should be aware the Invitation to Bid, and the responses thereto are in the public domain. Bidders are requested to identify specifically any information contained in their bid submittals which they consider confidential and/or proprietary and which they believe to be exempt from disclosure, citing specifically the applicable exempting law.

B. A generic notation that information is “confidential” is not sufficient. Failure to provide the

Purchasing & Contracts Division with a detailed explanation and justification including statutory cites and specific reference to your bid submittal detailing what provisions, if any, you believe are exempt from disclosure, may result in your entire bid submittal being subject to disclosure in accordance with Chapter 119 of the Florida Statutes.

2.19 CERTIFICATION OF INDEPENDENT PRICE DETERMINATION

By submission of a response, the Bidder certifies that in connection with this bid submittal:

A. The pricing and/or fees associated with this bid submittal have been arrived at independently, without consultation, collusion, communication, or agreement for the purpose of restricting competition, as to any matter relating to such prices with any other Bidder or with any competitor.

B. Unless otherwise required by law, the prices which have been quoted on this bid have not been knowingly disclosed by the Bidder and will not knowingly be disclosed by the Bidder prior to opening, directly or indirectly to any other Bidder or to any competitor.

ITB FORM 2024.1 16

65 Stone Street, Cocoa, FL 32922

Phone: 321-433-8833 | Fax: 321-433-8690

Solicitation Number:

ITB B-26-14-COC

INVITATION TO BID (ITB)

Due Date:

09/10/2026

TITLE: ANNUAL POND MAINTENANCE SERVICES

C. No attempt has been made or shall be made by the Bidder to induce any other person or Bidder to submit or not submit a bid for the purpose of restricting competition.

2.20 FAILURE TO COMPLY WITH BID INSTRUCTIONS

Failure to comply with any of the foregoing instructions, provide a bid submittal in the manner prescribed herein or any other essential element of this Invitation to Bid may be grounds for disqualification of your bid submittal.

2.21 AMERICANS WITH DISABILITIES ACT

Persons with disabilities needing a special accommodation to participate in this proceeding should contact the Purchasing & Contracts Division, City of Cocoa, 65 Stone Street, Cocoa, Florida 32922, telephone

(321) 433-8833, not later than seven (7) days prior to the date on which the accommodation is requested.

2.22 OFFICE OF RECORD

The City of Cocoa Purchasing & Contracts Division shall be the official “office of record” for all information transactions and data disbursements associated with this solicitation. The Purchasing &

Contracts Division may be reached Monday through Friday between 8:00 A.M. to 5:00 P.M., Local Time via phone at (321) 433-8833.

2.23 MODIFICATION OR WITHDRAWAL OF BIDS

Bid modifications will be accepted from a bidder only if received in writing, properly signed by an officer of the bidder, and received prior to the opening of bids. Bid modifications must be identified as such and will be opened with the bidder’s bid form.

Bids may be withdrawn by request of the bidder prior to the time fixed for opening. Error or negligence on the part of the bidder in preparing the bid confers no right for the withdrawal of the bid after the public opening date.

2.24 CONFLICTS WITHIN SOLICITATION

Where there appears to be a conflict between the General Terms and Conditions, Special Conditions, the

Technical Specifications, the Bid Form, or any addendum issued, the order of precedence shall be the last addendum issued, the Bid Form, the Technical Specifications, the Special Conditions, and then the General

Terms and Conditions. It is incumbent upon the vendor to identify such conflicts to the designated procurement representative prior to the bid or proposal response date.

ITB FORM 2024.1 17

65 Stone Street, Cocoa, FL 32922

Phone: 321-433-8833 | Fax: 321-433-8690

Solicitation Number:

ITB B-26-14-COC

INVITATION TO BID (ITB)

Due Date:

09/10/2026

2.25 JOINT VENTURES

All Bidders intending to submit a bid response as a Joint Venture are required to have filed proper documents with the Florida Department of State, the Division of Professions, Construction Licensing Board and/or any other state or local licensing Agency prior to submitting a bid response. Please refer to Section

489.119 Florida Statutes.

Joint Venture Firms must provide an affidavit attesting to the formulation of a joint venture and provide either proof of incorporation as a joint venture or a copy of the formal Joint Venture Agreement between all joint venture parties, indicating their respective roles, responsibilities and levels of participation for the project.

ITB FORM 2024.1 18

65 Stone Street, Cocoa, FL 32922

Phone: 321-433-8833 | Fax: 321-433-8690

Solicitation Number:

ITB B-26-14-COC

INVITATION TO BID (ITB)

Due Date:

09/10/2026

SECTION 3 SPECIAL CONDITIONS

3.01 BID SECURITY BOND – Not Used

The Bid response shall be accompanied by a Bid Security Bond equaling five percent (5%) of the total

Bid price. Failure of the Bidder to supply same, in the amount and type required, shall automatically render the Bidder as non-responsive resulting in the disqualification from further consideration of their Bid response. Please complete and submit Bid Security Bond form, attached herein.

A. The Bid Security Bond shall be submitted in the form of a Bid Bond in the amount of five percent

(5%) of the total Bid price, made payable to the City of Cocoa, issued by a surety firm and through a reputable and responsible surety bond agency licensed to do business in the State of Florida.

1. The surety must be rated as "A” ® or better as to strength by Best’s Insurance Guide, published by A. M. Best Company, Inc., located at 1 Ambest Road, Oldwick, New Jersey 08858. For the latest ratings and Insurance Guide, access www.ambest.com.

2. In lieu of a Bid Bond, the Bidder may submit cash (U.S. currency only), money order, certified or cashier’s check drawn from a national or state bank whose deposits are insured by the Federal

Deposit Insurance Corporation (FDIC), in the amount of five percent (5%) of the total Bid price.

Money orders and checks must be made payable to the City of Cocoa and shall accompany your bid submittal.

3. The terms of the ITB Security Bond shall be:

a. The Bidder shall enter into an Agreement if awarded to the Bidder;

b. The surety (or alternate form of security forfeit) shall be responsible for the costs resulting from the failure of the Bidder to enter into an Agreement if awarded to the Bidder;

including the increased costs associated with awarding to the next most responsive, responsible Bidder and costs associated with conducting the Bid process and letting the

Agreement;

c. To promptly enter into an Agreement to perform the work and furnish the required

Performance and Payment Bond, if applicable; and

d. Any interest earned as a result of the City depositing the accepted money order, certified or cashier’s check, or cash received as Bid Security Bond into an interest-bearing account, shall be retained by the City.

B. Return of Bid Security Bond: As soon as the bid responses have been evaluated, the City may, at its sole discretion, return or release the Bid Security Bonds accompanying such bid responses, which in its sole judgment, would not likely be considered for award. All other Bid Security Bonds will be held until award of this project, and the agreement has been executed by the successful Bidder; after which any remaining Bid Security Bonds will be returned to the respective Bidders. It shall be the sole responsibility of the Bidder to request in writing from the City the return of the Bid Security

Bond or alternative form of security used. Bid Security Bond or alternative form of security used shall not be returned unless requested by the Bidder in writing.

ITB FORM 2024.1 19

65 Stone Street, Cocoa, FL 32922

Phone: 321-433-8833 | Fax: 321-433-8690

Solicitation Number:

ITB B-26-14-COC

INVITATION TO BID (ITB)

Due Date:

09/10/2026

3.02 PERFORMANCE AND PAYMENT BONDS – Not Used

Upon award of this project, the successful Bidder shall furnish Performance and Payment Bonds, or alternative form of performance and payment security such as; a money order, certified or cashier’s check, cash (U.S. currency only), letter of credit; equaling one hundred percent (100%) of the total contract amount awarded under this solicitation. Receipt of said Performance and Payment Bonds shall occur no later than fifteen (15) calendar days after receipt of notification of Award. No commencement of work shall be authorized by the City without receipt of the Performance and Payment Bond or alternative security.

A. The Performance and Payment Bond shall be made payable to the City of Cocoa, issued by a reputable Surety firm licensed to do business in the State of Florida (F.S. 255.05). On approval of any Contract change increasing the Contract price, Contractor shall ensure that the performance bond and the payment bond is increased so that each reflects the total Contract price as increased.

1. The Surety must be rated as "A” ® or better as to strength by Best’s Insurance Guide, published by A. M. Best Company, Inc., located at 1 Ambest Road, Oldwick, New Jersey 08858. For the latest ratings and Insurance Guide, access www.ambest.com

2. The terms of the Payment and Performance Bond shall guarantee that:

a. The successful Bidder shall assure faithful performance of this project;

b. The successful Bidder shall assure timely payments to all persons providing labor, materials and/or supplies used in the performance of the work associated with this project;

c. Nothing in this section shall be construed to limit the authority of the City Council, the City

Manager, or the Procurement Administrator to require other security in addition to, or in lieu of, those bonds or in circumstances other than those specified herein, when in the best interest of the City.

B. If the bond is based on an annual coverage basis, renewal for each succeeding year shall be submitted to the City thirty (30) days prior to the termination date of the existing Performance Bond. The

Performance Bond must be executed by a surety company of recognized standing, authorized to do business in the State of Florida and having a resident agent.

C. Return of Payment and Performance Bond. It shall be the sole responsibility of the successful Bidder to request in writing from the CITY the return of the Payment and Performance Bond. The request shall be considered no earlier than thirty (30) calendar days upon completion and final acceptance of the City, or expiration in a satisfactory manner of the awarded Agreement associated with this project. Payment and Performance Bonds shall not be returned unless requested by the successful

Bidder in writing.

http://www.ambest.com/

ITB FORM 2024.1 20

65 Stone Street, Cocoa, FL 32922

Phone: 321-433-8833 | Fax: 321-433-8690

Solicitation Number:

ITB B-26-14-COC

INVITATION TO BID (ITB)

Due Date:

09/10/2026

3.03 LIQUIDATED DAMAGES

A. Failure to Complete on Time: Time is of the essence in the performance of this Contract. If the

Contractor fails to achieve Substantial Completion or Final Completion within the timeframes specified in the Contract Documents, or any authorized extensions thereof, the City will suffer financial and administrative damages. Because the actual damages resulting from such delays are impossible or extremely difficult to accurately calculate, the parties agree that Liquidated

Damages—and not as a penalty—shall be assessed.

B. Daily Assessment Rate Schedule: For each consecutive calendar day that the Work remains uncompleted past the established date for Substantial Completion, the Contractor shall pay or have deducted from any monies due or becoming due from the City, a daily assessment rate. This rate is determined by the total contract value, established in accordance with the following schedule:

Total Contract Amount Daily Charge Per Calendar Day

$50,000 and under $956

$50,001 to $250,000 $964

$250,001 to $500,000 $1,241

$500,001 to $2,500,000 $1,665

$2,500,001 to $5,000,000 $2,712

C. Failure to Reach Final Completion: Following Substantial Completion, if the Contractor fails to complete the remaining "punch list" items and achieve Final Acceptance within the timeframe specified in the Contract, the Contractor shall be assessed Liquidated Damages in the sum of one-half (1/2) of the applicable daily rate stated in the schedule above for each consecutive calendar day of delay until Final

Acceptance is granted by the City.

D. Remedies Cumulative: The assessment and collection of Liquidated Damages by the City shall not limit or waive the City’s right to pursue any other legal or equitable remedies available under this

Contract or Florida law for defaults other than delays in completion.

ITB FORM 2024.1 21

65 Stone Street, Cocoa, FL 32922

Phone: 321-433-8833 | Fax: 321-433-8690

Solicitation Number:

ITB B-26-14-COC

INVITATION TO BID (ITB)

Due Date:

09/10/2026

SECTION 4 GENERAL TERMS AND CONDITIONS

4.01 AWARD OF CONTRACT

Award will be made to the lowest, most responsive and responsible Bidder whose bid submittal meets the specifications.

1.01 The City shall review the fees and rates of compensation for reasonableness prior to execution of contract or submittal of a recommendation of contract or agreement to the City Council. The City

Attorney may review all contract documents. Other experts may be consulted to assist in this process.

1. The successful Bidder shall execute and return the agreement to the City, within ten (10) days after receipt along with any and all additional contractual documents, performance and payment bonds, insurance certificates/verifications and any other documents required as outlined in this solicitation document.

2. In no event shall an agreement be considered binding upon the City until it has been properly executed by all parties.

3. In conjunction with the agreement, a purchase order or other form of payment will be established by the City prior to the start of any project, service, or work by the Bidder.

2.01 Failure to Execute the Agreement(s).

Failure on the part of the successful Bidder to execute the Agreement(s) as required will be just cause for the rescindment of the award. In the event that the City fails to contract with the lowest most responsive and responsible bidder, the Bidder shall forfeit his bid guarantee to the City in the manner previously described herein. The award may then be made to the next lowest most responsive and responsible bidder, or the City may opt to re-advertise the work if found to be in its overall best interest.

4.02 DAMAGES

Areas adjacent to the construction site, which are damaged, shall be repaired at the Contractor's expense.

Restoration of adjoining areas shall be equal to or better than original condition and to the satisfaction of the City. Protection of personal property, utilities, structures, access drives, conduits, pavement, curbs, sidewalks, trees, and shrubs…